Executive Assistant/Office Manager - Up to $75K

Boston, MA 02116

Posted: 09/27/2019 Employment Type: Direct Hire Specialty: Office Services Job Number: 84766

A non-profit in Boston, MA is seeking an experienced Executive Assistant/Office Manager to join their team. In this role, you will perform diverse administrative duties for the Office Head in support of their work with clients and internal teams, while also managing the day-to-day office operations. This is an excellent opportunity to be part of a high-functioning administrative team while managing a dynamic office space and gaining a comprehensive understanding of the nonprofit sector. If you have two-plus years of experience in office management and providing direct administrative support, apply today!

Compensation: Up to $75K

Responsibilities for the Executive Assistant/Office Manager:
  • Schedule meetings, resolve conflicts, and prioritize commitments, help prioritize and process new demands on executive’ s calendar
  • Coordinate domestic and international travel including air, train, hotel and ground transportation
  • Arrange conference rooms, catering, presentation materials, and audio/visual setup as needed for meetings
  • Work with staff, venues, and vendors to coordinate complex meetings, convening’ s, team retreats, and social events
  • Call and email clients directly on behalf of partner and act as representative and extension of your partner in communication to clients and internal colleagues
  • Draft, type, and proofread letters, memos, documents, presentations, and reports as requested, and coordinate with relevant teams to respond to incoming proposals and requests
  • Track correspondence with important relationships in contact management system
  • Compile and submit monthly time and expense reports for partner
  • Work within case teams and with other EAs on work sharing, and general team support
  • Supervise 2 receptionists
  • Interface with vendors and negotiate contracts
  • Provide and keep track of lockers, storage, access passes
  • Organize quarterly office wide cleaning days and monthly office meetings
  • Maintain office/kitchen efficiency by planning and implementing systems, layouts, and equipment procurement/maintenance
  • Maintain and update email distribution lists
  • Contribute to the potential build-out of the company office space, working closely with the Boston Office Head and Associate Director of Finance to meet the needs of the growing office

Requirements for the Executive Assistant/Office Manager:    
  • Bachelor’ s Degree or related experience
  • 2-5 years of experience in office management and providing direct administrative or program support to organizations and executives
  • Experience providing support in a professional services or management consulting firm
  • Comprehensive knowledge of Microsoft Word, Excel, and PowerPoint
  • Strong interpersonal skills, ability to communicate and manage well at all levels of the organization and with staff at remote locations
  • Strong problem-solving and creative skills and the ability to exercise sound judgment and make decisions based on accurate and timely analyses 
  • Ability to meet deadlines, prioritize assignments, and juggle multiple tasks simultaneously
  • Interest in and enthusiasm for the nonprofit sector and the administrative field
  • Must be comfortable working in a fast-paced environment and calm under pressure
  • Must be highly adaptive to management styles and changing needs, reprioritizing tasks and projects                                      
  • Must be eligible to work in the U.S. without sponsorship               
Employee Benefits:      
  • 401(k) matching program
  • 3-5 weeks paid vacation
  • 1-month sabbaticals available to staff with 5+ years tenure
  • Subsidized group health, dental, and vision coverage
  • Gym membership reimbursement
  • Primary and secondary caregiver leave
  • Back-up child care options
  • Base salary that is competitive with top consulting firms
  • flexible spending accounts for transportation, parking, health care, and department care

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